Creating a Purchase Order

FPAPURR

Note: Certain users (primarily from the Purchasing Department) will use FPAPURR after completing the process of assigning requisition line items to purchase order numbers using FPAPOAS, primarily for Blanket and Subaward purchase orders. See Purchase Order Assignment FPAPOAS. Use the Purchase Order number you recorded during that process.


Tip: Purchase order numbers are of the form Pxxxxxxx where P is the only letter. Often a leading zero can be mistaken for an o. Beware!

Document Information
Requestor/Delivery Information
Vendor
FOAPOXT
Commodity/Accounting
Accounting Block
Balancing/Completion

Document Information

1. In the Go to... field on the Banner Menu Form, type FPAPURR <return>.
    
2. In FPAPURR, you will see the cursor in PURCHASE ORDER field. To begin a new PO, type <return> and NEXT will default. If you are working on an incomplete PO#, enter the PO# and skip to step 3.
    
3. Type [control page down] Next Block to the Document Information block.
   (If your PO is being created from a requisition, Banner will fill in the information from the associated requisition. If document text is part of the requisition, a check appears in the Document Text indicator box.) The BLANKET ORDER field is not used and should remain blank.
    
4. The cursor will appear in the ORDER TYPE field, and defaults to Regular. For a Standing Order, type S, or click on the Select Icon and choose Standing. A standing order has no quantity assignment and may be useful when entering blanket orders. See Creating Unit Blanket Purchase Orders, and/or Creating a Unit Blanket PO using a Standing Order.
   
   
   
   IMPORTANT: The DOCUMENT LEVEL ACCOUNTING checkbox in
   the upper right corner of the form should be left alone until you reach
   Commodity / Accounting Step 7 below.
   
   NOTE: For purchase orders created from requisitions, the DOCUMENT
   LEVEL ACCOUNTING field value defaults and cannot be changed. See
   Document Level versus Commodity Level Accounting for more information.
   
   

5. <TAB> to ORDER DATE. Defaults to current date, but date may be overridden (dd-mmm-yyyy).
    
6. <TAB> to TRANSACTION DATE. Defaults to current date, but date may be overridden (dd-mmm-yyyy).
    
7. <TAB> to DELIVERY DATE. Enter a date at least one day greater than TRANSACTION DATE (dd-mmm-yyyy).
    
8. <TAB> to COMMENTS. May be entered directly. The 30 character comments field contains information to assist the buyer.
    
9. If the PO is created from a requisition, a check appears in the PO Created from Req indicator box.
    
10. If PO is created from a Requisition, REQUISITION DOCUMENT TEXT field defaults to None or Copy Document Text. Select Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. The system will go to FOAPOXT: Procurement Text Entry Form. Type [F10] Save, click on the Save icon, or Right Click - Save to save. Then type
    [control q] Exit, click on the Exit icon or Right Click - Exit to return to FPAPURR.
    
    NOTE: The above step only applies to POs created from Requisitions. To add document text to a PO not associated with a requisition, you must first complete Requestor/Delivery and Vendor Information blocks. See Text Entry: FOAPOXT below.
     
11. <TAB> to BUYER. Enter your Buyer Code . Click on the Search Icon or use [F9] List function to locate a buyer code and assign PO to a buyer.
     
12. Type [control page down] Next Block, Right Click - Requestor/Delivery Information, or click on the Requestor/Delivery Information tab to go to the Purchase Order Entry: Requestor/Delivery Information block.

Requestor/Delivery Information

1. You will see the cursor in the REQUESTOR field. This will default from your Banner userid (or from requisition data). (Alternately, you can enter the name of the person requesting the purchase, if different than default. You will then need to enter the alternate requestor's Org, Email, Phone and Fax information by tabbing to each field. See below for specific steps.)
    
2. <TAB> to CHART OF ACCOUNTS (COA). This field will default to COA# X. Do NOT change or delete this value

3. <TAB> to ORGANIZATION. Enter Organization# if different than default. If unknown, query the organization file: Click on the Search icon or type [F9] List Field Values and retrieve your Organization#.
    
4. <TAB> to EMAIL. Enter requestor’s email address if different than default. Optional field.
    
5. <TAB> to PHONE. Enter requestor’s phone number if different than default. Optional field.
    
6. <TAB> to FAX. Enter requestor’s fax number if different than default. Optional field.
    
7. <TAB> to SHIP TO. “Ship To” address and phone information defaults from requisition. Enter a different ship-to code, as appropriate, or query for one by clicking on the Search icon or typing [F9] List of Values and following the query process. PO needs to reference the address where the vendor will ship the merchandise. Whatever is in this field will print on the PO, beginning with the 1st address line, with a total of five lines, including the ATTENTION TO field contents. See the example PO printout.
    
8. <TAB> to ATTENTION TO. Defaults from Ship To code. If no default, enter name of contact person for delivery. Required field. This field typically prints on the PO. Enter a [.] if no printout is desired. See the example PO printout.
    
9. Type [control page down] Next Block, Right Click - Vendor Information, or click on the Vendor Information tab to go to the Purchase Order Entry: Vendor Information block.
   
   
   

Vendor

1. You will see the cursor in the VENDOR field. This field will be blank. (If the PO originated from a Requisition, the vendor selected in the Requisition will default into this field.) You MUST enter a vendor to continue with the PO. Either enter Vendor ID# or query the vendor file: Type [F9] List Field Values (see Query Techniques) and retrieve your vendor.
    
2. Once a vendor has been chosen, the address will default. Check the address for accuracy. The Address Type field's Search icon may be used if a different address is needed. Clicking the Search icon or typing [F9] List of Values takes users to the Address Information Query Form: FOQADDR. Double click on the Address Type field of the address needed to return to FPAPURR.
    
3. <TAB> to Attn 1 field. If no default value, enter the name of a vendor contact person. Optional field. The contact name will print on the PO if space allows (a total of 5 lines print on the PO.) See the example PO printout.
    
4. <TAB> to Attn 2. Enter additional information associated with contact person. Optional field.
    
5. <TAB> to DISCOUNT CODE. Accept default or click on the Search icon or use [F9] List function to choose a different code.
    
6. Cursor appears in FOB CODE field. FOBs alert A/P to freight invoices. 01 is the default FOB code. Change the code as needed. You can use [F9] List or click on the FOB search icon to see possible codes.
    
7. <TAB> to TAX GROUP. Will default to CRUZ tax rate. If changed, all commodities will have changed tax rates. (If this field value is changed after commodities are entered, you must tab through the commodity fields to update the tax code and tax amounts.)
   
8. <TAB> to CLASS CODE. This is an optional field.
    
9. <TAB> to CARRIER. This is an optional field.

Text Entry: FOAPOXT

1. From FPAPURR, select Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. The system will go to FOAPOXT: Procurement Text Entry Form. Document text entered here will print before the first line item of your requisition.

Tip: All lines in the FOAPOXT text screen must have line numbers. If you want blank lines, you must enter line numbers for them. Type <TAB> Next Field until you get to the LINE field and enter a sequential line number.

2. Entering Text: Begin typing your message. Use <> Next Record or click on subsequent lines to add more text. (Navigation and editing with the mouse behave much like they do in word processing programs, except that no wrapping occurs. Users may click directly in the field where they wish to enter data.)
    
3. You can insert lines of text between existing lines by entering the text, tabbing to the line field, and entering a number that places the text where you want it sequentially relative to the line numbers already defined. To insert a blank line, arrow down to a new line, tab to the LINE field and enter a number that places your blank line in the position you desire relative to the already-defined line numbers. To change the order of lines of text, tab to the line field and change the number of the line so it will be in the desired sequence. Type [F10] Save, click on the Save icon, or Right Click - Save to save your text.
   
4. To add a clause that is modifiable, key [shift F7] Rollback, click on the Rollback icon or Right Click - Rollback. The cursor will appear in the CLAUSE field.Type [F9] List Field Values and choose appropriate clauses as needed. Type [F6] Insert Record to add the clause to your document text. Then modify the clause as needed.
    
5. To insert a non-modifiable clause that will appear on the printed PO but will not appear in FOAPOXT, <TAB> Next Field to the CLAUSE field and type [F9] List Field Values and choose appropriate clauses as needed. Type [shift F3] Exit with Value to add the clause to your document text.

Note: If there are clauses that you use regularly and want to have available to you in Banner, contact Purchasing and they can create them for you.

6. Each time you add text and click the Save icon in the toolbar, the record count in the status line gets updated. From FOAPOXT, to delete a line of text you have saved but no longer want, type [shift F6] Delete Record while the cursor is in that line of text. When you type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, Banner asks if you want to save the changes you have made. Click on Yes to save and return to FPAPURR. Banner places a check in the Document Text field (in the top right corner).

7. From FPAPURR, you can review your Purchase Order text by selecting Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to exit FOAPOXT and return to FPAPURR.
   
8. Type [control page down] Next Block, Right Click - Commodity/Accounting Information, or click on the Commodity/Accounting Information option to go to the Purchase Order Entry: Commodity/Accounting block.
    

Commodity/Accounting

1. Cursor appears in COMMODITY field. Leave blank if not using a UCSC-defined commodity. If using UCSC-defined commodity, enter Commodity Code (use [F9] List or click on the Commodity Code search icon to see possible codes). (If PO originated from a Requisition, all commodity and accounting information will populate by default.)
    
2. <TAB> to the DESCRIPTION field. If a Commodity Code was used, associated description will default.This description can be over-written. If no default entry, enter a detailed description of item, starting with a descriptive noun. You may include catalog #. Use at most 50 characters. Additional information may be added as Line Item Text (see Step 11 below.) (If PO originated from a Requisition, Commodity Description will populate by default.)
    
3. <TAB> to U/M. Enter Unit of Measure code. Type [F9] List Field Values, or click on the U/M search icon to look up and retrieve your unit of measure.
    
4. <TAB> to TAX GROUP. Defaults to CRUZ tax rate. Overwrite as necessary. To search, click on the search icon or enter F9. Highlight your selection and click OK or double-click on your selection.
    
5. <TAB> to QUANTITY. Enter number of items desired. The QUANTITY field is not available on standing orders.
    
6. <TAB> to UNIT PRICE. Enter price per unit. Decimal only required for cents.

7. DOCUMENT LEVEL ACCOUNTING box, located in upper right portion of Commodity Block, is checked as default. To create a COMMODITY LEVEL PURCHASE ORDER, uncheck this box, which will assign accounting records to specific commodities. Then follow instructions outlined in Creating a Commodity Level Purchase Order. Otherwise, proceed to the next step.
   
   NOTE: For purchase orders created from requisitions, the DOCUMENT LEVEL ACCOUNTING field value defaults and cannot be changed.
    
8. <TAB> to ADDITIONAL. Enter any additional charges. Zero defaults if you add no amount here.
    
9. <TAB> to HAZ IND. If materials being ordered are hazardous, use the space bar or mouse to check the box.
    
10. If you are not ordering hazardous materials, skip to step 11. Otherwise follow the steps in Hazardous Materials Data Entry.

Important: Buyers need to always read line item text. Requisitioners specify details of their purchases in this text block.

11. To add text about a commodity (aka item), select Item Text [FOAPOXT] from the Options Menu, or Right-Click Item Text. The system will go to FOAPOXT: Procurement Text Entry Form. If you are ordering inventorial equipment, this is where you can add more detail to your commodity description.
    
    
    After adding text, type [F10] Save, click on the Save icon, or Right Click - Save.. System will send message “Transaction complete — record added and saved.” (For text entry directions, see Text Entry: FOAPOXT, step 16 i-vi.) Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to exit FOAPOXT and return to FPAPURR. The system will check the Item Text checkbox for this commodity.

Note: Commodities Text is unused, so ignore the Commodity Text option.

12. To add additional commodities, type [] Next Record to move to an another commodity record and repeat steps 1 through 11 above. The ITEM field specifies how many commodities are on this PO, and specifies which commodity you are currently viewing.
     
13. Type [control page down] Next Block to go to the Accounting block (FOAPAL).

Accounting Block

Note: The accounting information for the purchase order is not typically changed when you create a purchase order from a requisition. If you do not need to view or adjust the accounting, skip to step 14 below.


Important: If the Suspense field is checked by Banner, check your information for accuracy. You may select View Items in Suspense from the Options menu, or Right Click - View Items in Suspense to find out what part of the PO caused the suspense condition. Tab through the fields of that item or FOAPAL sequentially and Banner will typically reset the suspense flag.

1. Cursor appears in the COA field. Accept default.
    
2. <TAB>. Fiscal Year Code FY will default, and cursor will move to INDEX. Leave blank.
    
3. <TAB> to FUND. Enter a Fund code or type [F9] List Field Values to lookup and retrieve your Fund code. (If PO created from Requisition, Fund will default.)
    
4. <TAB> to ORGN. Defaults from header block. (Can be over-written with different org codes.)
    
5. <TAB> to ACCT. Enter an account code or type [F9] List Field Values to lookup and retrieve your account code. (If PO created from Requisition, account code will default.)
    
6. <TAB> to PROG. Defaults from the Organization Code.
    
7. <TAB> to ACTV. Field is optional. If desired, enter activity code or type [F9] List Field Values to lookup and retrieve your activity code. (If PO created from Requisition, activity code will default.)
    
8. <TAB> to LOCN. The Location Code field is only used by Plant Accounting and Physical Planning & Construction in conjunction with Plant Funds to denote the building for which the corresponding transaction is being posted. All other users should always leave this field blank.
    
9. <TAB> to PROJ. This field is currently not used at UCSC. Leave blank.
    
10. <TAB> to EXTENDED field (%). Leave blank for 100% of the amount to be applied to this FOAPAL. If you provide more than one FOAPAL, you must specify the division that is appropriate by specifying either percentages or dollar amounts.
    To specify percentages, click on the EXTENDED (%) checkbox.
    To specify dollar amounts, leave the EXTENDED (%) box unchecked.
    Remember, when DOCUMENT LEVEL ACCOUNTING is checked, the distribution you supply applies to all commodities combined.
     
11. <TAB> to USD AMOUNT. (NOTE: If EXTENDED (%) is checked, cursor will automatically move to USD AMOUNT field.) Fill in either a percentage (if you checked the EXTENDED (%) checkbox in step 10), or else enter the dollar amount to be associated with this FOAPAL.
     
12. If the PO is to be split over 2 or more FOAPALs, type <> to move to next ACCOUNTING DATA record. Proceed with steps 1-11 above.

Note: If the cost of the commodities is shared among multiple FOAPALs, then Banner checks the Distribute checkbox located in the Commodity block after the FOAPALs are entered.

13. If you change the $ amount(s) for commodities after you have entered your commodities and FOAPALs, the default is for Banner to distribute the new $ amounts as defined when the FOAPALs were entered.
    To manually distribute changes in the $ amounts for commodities, uncheck the Distribute option by clicking on the Distribute checkbox. Then go to the FOAPAL block and make changes to the amount(s) as appropriate. The REMAINING COMMODITY AMOUNT field in the FOAPAL block specifies the $ amount that needs to be distributed.

Tip: Tax will be calculated on every account sequence by the percentage specified. (Banner calculates the percentages if you specify amounts.)


Note: From anywhere in the accounting data block (FOAPAL), you can review a summary screen of the account sequences by selecting Review Accounting Information (FOICACT) from the Options menu, or Right Clicking - Review Accounting Information. System will jump to FOICACT: Commodities and Accounting for Review Query Form. After you complete your review, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to exit FOICACT and return to FPAPURR.

14. Once you have completed your accounting distribution, type [control page down] Next Block or click on the Balancing/Completion tab to move to the Balancing/Completion block.
    
    

Balancing/Completion

1. Click on the Complete button if your Purchase Order Form is complete and you want it to go to posting/approvals. Otherwise, click on the In Process button to save your changes. The form will roll back to the FPAPURR entry page, permitting you to open an existing In Process Purchase Order or to create a new PO if desired, by following steps beginning with Document Information Step 2.
    
2. To exit FPAPURR and return to the Banner Menu Form, click on the Exit icon or Right Click - Exit.